Clinical Administrative Assistant

Voices Together is a not-for-profit organization that provides Music Therapy to Autistic and Neurodivergent clients. Our proprietary model, Voices Music Therapy (VMT), empowers neurodivergent individuals to express themselves and engage with others.

POSITION SUMMARY

The Clinical Administrative Assistant will provide detail-oriented administrative and operational support to Voices Together's Director of Clinical Services, Clinical Manager(s) and administrative tasks for the Clinical Department.

DUTIES AND RESPONSIBILITIES

Assist the Director of Clinical Services and Clinical Manager(s) with day-to-day administrative needs. Maintain office calendars for the Director of Clinical Services, including scheduling meetings, demonstrations, and conferences; provides administrative support for Clinical Manager. Attend meetings and interviews to take detailed meeting minutes and notes. Organizes and assists with support needs for Clinical Department meetings. Assist with new employee training for Clinical staff. Send follow-up materials, as needed, for Voices Together offerings. Communicate with external client base regarding scheduling and logistics for programmatic needs. Collaborate with other departments on needs for Clinical Department. Prepare materials for Clinical events, presentations, and the like. Assist in preparing Music Therapy Clinic for daily operations, meetings or special events. Help ensure compliance with organizational policies and procedures related to health, safety and confidentiality of Music Therapy Clinic. Maintain and organize the Director of Clinical Services' filing system (digital and/or physical), ensuring documents are filed consistently and can be retrieved easily. Support account management for the Director of Clinical Services, including coordinating access/permissions and renewals as assigned. Assist with completing expense reports and mileage submissions for the Clinical Director and Clinical Managers, including ensuring receipts are uploaded to Dext. Coordinate travel for the Director of Clinical Services as assigned (e.g., flights, lodging, ground transportation, itineraries, and required confirmations). Perform notary public responsibilities as needed (e.g., notarizing documents in accordance with applicable requirements). Travel to regional offices, as needed, to provide support to clinical staff. Other duties as required or assigned.

OTHER RESPONSIBILITIES

(to include but not limited to): Provide administrative support to the CEO when the Executive Assistant is unavailable, as assigned. Manage the CEO's calendar as assigned, including scheduling, confirming, and rescheduling meetings and coordinating logistics with internal and external stakeholders. Organize tasks and documents to support follow-through on CEO priorities, including maintaining shared files and tracking action items. Provide basic technical troubleshooting as assigned (e.g., Zoom/Teams meeting setup, audio/video checks, and coordinating support when needed). Draft, format, and revise documents as assigned (e.g., correspondence, presentations, and internal materials). Provide board-meeting support as assigned, including preparing agendas/materials, coordinating meeting logistics, and taking minutes when requested. Support onboarding planning for the Executive Assistant role, as assigned.

EDUCATION AND EXPERIENCE

One plus (1+) years in an office environment Highly organized and able to creatively problem-solve Ability to communicate effectively with management and across departments Excellent written, oral, and organizational skills Demonstrated proficiency in MS Office Suite Must have valid driver's license and reliable transportation

DESIRED QUALIFICATIONS AND SKILLS

Prior experience in the non-profit setting Prior experience in administrative support

PHYSICAL REQUIREMENTS

Prolonged periods sitting at a desk and working on a computer Must be able to lift up to fifteen (15) pounds at times

Pay:

$22.00 - $27.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Parental leave Referral program Vision insurance Work from home

Work Location:

Hybrid remote in Chapel Hill, NC 27517